Veg Management RFP 2 6 25.docx

Request for Proposals (RFP) Vegetation Management Services - Yampa Valley Electric Association (YVEA) Introduction Yampa Valley Electric Association, Inc. (YVEA) is soliciting proposals from qualified construction firms to provide services from our State of Colorado Grid Hardening for Small and Rural Communities Project. This project is funded through the U.S. Department of Energy’s (DOE) Bipartisan Infrastructure Law (BIL) under the 40101(d) formula funding allocation of the Infrastructure Investment and Jobs Act. The purpose of this project is to improve the resilience of the electric grid against disruptive events. The resilience measures funded through this Program will support community-level resilience to reduce the frequency and duration of electric grid disruptions.

This RFP outlines the project scope, compliance requirements, and submission guidelines for potential contractors. YVEA is committed to supporting American manufacturing and ensuring that all materials and construction services comply with federal guidelines, including the Build America, Buy America (BABA) Act and the Davis-Bacon Act. Please note: the current review of federal funding may affect the status and/or timing of this work/contract.

Project Overview The project consists of vegetation management services to enhance grid reliability and safety.

1. This project is aimed at reducing wildfire risk, improving energy transmission reliability, and enhancing the overall environmental health of the area. The selected contractor will be responsible for vegetation clearance, invasive species management, and habitat restoration, among other related activities.

The work location is in Moffat County, Colorado, which has been identified as a high-risk wildfire area. The goal is to reduce the likelihood of wildfires caused by power line failures and improve the grid’s ability to withstand adverse environmental conditions.

Scope of Services The selected contractor will be responsible for the following tasks:

1. Vegetation Clearing: Remove or trim vegetation to ensure clearance around energy infrastructure (e.g., power lines, substations) to reduce the risk of wildfires or equipment malfunctions. To promote ecological sustainability through responsible vegetation management practices. To comply with all relevant YVEA/CEO/DOE and environmental standards and regulations.

2. Clear 10 miles of vegetation along YVEA power lines in Moffat County, Colorado.

3. Invasive Species Control: Identify and manage invasive plant species using safe, effective techniques such as chemical treatment, manual removal, or mechanical methods.

4. Fire Risk Mitigation: Implement vegetation control practices designed to reduce fire risk in the project area.

5. Erosion Control: Ensure soil integrity and prevent erosion in areas where vegetation has been removed or altered.

Compliance and Other Requirements

1. Maintain strict adherence to safety standards and environmental guidelines.

Provide documentation as required in YVEA contract.

2. Ensure all activities are performed in compliance with local, state, and federal environmental regulations. Including the required Davis Bacon Act reporting through LCP Tracker. The Colorado Energy Office will provide link and training on LCP Tracker.

Davis Bacon Act (DBA) Compliance Statement YVEA is dedicated to upholding the standards set forth by the DBA. All contractors and subcontractors must pay workers no less than the prevailing wages determined by the Department of Labor. Proposals must outline a clear compliance plan, including documentation that prevailing wages will be paid.

Contractors/Subcontractors are required to submit weekly certified payroll records to YVEA using the LCP Tracker Pro system to ensure transparency and adherence to wage standards.

3. BABA is not applicable to the vegetation management contract services.

4. Insurance Requirements Contractors must maintain the following insurance policies:

a. Workers’ Compensation Insurance as required by state law.

b. General Liability Insurance with a minimum of $1,000,000 per occurrence, $1,000,000 products and completed operations aggregate; $2,000,000 general aggregate; and $50,000 any one fire.

c. Automobile Liability Insurance with a minimum of $1,000,000 combined single limit per accident.

d. Professional Liability Insurance with a minimum of $1,000,000 per occurrence and $1,000,000 aggregate.

e. Crime Insurance including employee dishonesty coverage with a minimum of $1,000,000 each occurrence and $1,000,000 general aggregate.

f. The State of Colorado must be named as an additional insured on all liability policies.

5. Bonding Requirements

a. Bid Bond: A bid guarantee equivalent to 5% of the bid price.

b. Performance Bond: A performance bond for 100% of the contract price to ensure fulfillment of contractor obligations.

c. Payment Bond: A payment bond for 100% of the contract price to assure payment of all persons supplying labor and materials.

6. Subcontractor Compliance- Any subcontractor engaged must comply with the same legal, regulatory, and insurance requirements as the primary contractor including an indemnity clause for the Government.

Proposal Submission Requirements Interested parties must submit the following:

· A cover letter detailing the firm's qualifications and experience in similar construction projects.

· A detailed project proposal that includes a work plan, timeline, staffing plan, and budget.

· Documentation of compliance with BABA, Davis-Bacon Act, and other legal obligations.

· A list of subcontractors, if applicable, along with their qualifications.

· Evidence of insurance coverage and bonding capacity.

· At least three references from recent projects of similar scope and complexity.

Evaluation Criteria The following criteria will be used to evaluate/score proposals.

· Experience and qualifications relevant to the scope of work- team composition.

· Demonstrated ability to comply with BABA and Davis-Bacon requirements.

· Compliance with legal, insurance, and bonding requirements.

· Cost-effectiveness and value.

· References and past performance on similar projects.

· Availability to complete project(s) within the specified timeline.

· Proposed approach and methodology.

· Environmental impact considerations and safety record.

· Adherence to all relevant state (specific to Colorado) and federal regulations.

· Deliverables clearly outlined from RFP.

Terms and Conditions The following terms and conditions apply:

· YVEA reserves the right to reject any or all proposals.

· YVEA is not responsible for any costs incurred by the bidder in preparing and submitting the proposal.

· YVEA may negotiate with the selected contractor before awarding the contract.

· All proposals become the property of the YVEA upon submission.

· Contract Duration: Start date: March/April 2025 thru July/August 2025.

· Payment Terms: Payments will be made based on an established payment schedule or upon project completion, contingent upon YVEA and CEO/DOE approval.

· Performance & Other Bonds: The contractor may be required to provide a performance bond for the duration of the contract.

· Insurance Requirements: Contractors must maintain appropriate levels of general liability and worker’s compensation insurance as outlined in this RFP.

Attachments

· Attachment A: Site Map of the Area to be Managed

· Attachment B: Sample Contract Agreement Virtual Pre-Bid Meeting: February 26, 2025, at 2:00 p.m. (MT) Provide email to John Cromer (address below) by February 24th to receive Pre-Bid meeting invitation.

Submission Instructions Bid proposals may be submitted electronically by email or hard copies may be mailed.

YVEA must receive proposals on or before March 27, 2025, by 5:00 p.m. (MT).

YVEA

Attn: John Cromer, Operations Manager 2211 Elk River Road Steamboat Springs, CO 80487 Email: jcromer@yvea.com Late submissions will not be considered.

Questions and Deadlines Final Questions Submittal: 03/07/2025 by 5:00 pm (MT) Questions concerning this RFP must be submitted in writing to John Cromer at: jcromer@yvea.com

YVEA Contact Information For questions or additional information, please contact:

John Cromer, Operations Manager Yampa Valley Electric Association, Inc.

2211 Elk River Road, Steamboat Springs, CO 80487 Email: jcromer@yvea.com / Phone: (970) 871-2289